TERMS OF REFERENCE (ToR) For Consultancy Services: Structural Supervision and Project Management

Scope and deliverables

(To R) For Consultancy Services: Structural Supervision and Project Management Project Sites: • Traditional Medicine School – Shankharapur Municipality- 2, Jarsingpauwa, Kathmandu • Canteen Construction – Naukunda Rural Municipality - 1, Aarukharka, Rasuwa Client: Association for International Solidarity in Asia – ASIA Nepal Office 1. Executive Summary & Background Association for International Solidarity in Asia (ASIA) is an Italian international non-governmental organization (INGO) that has been working in Asia since 1988 to promote sustainable development, humanitarian assistance, and community resilience. Registered in Nepal since 2009, ASIA Nepal implements development and emergency response programmes in partnership with local non-government organizations, CBO’s, communities, government institutions, and civil society organizations. Its work focuses on sustainable agriculture and food security, WASH, education, livelihoods, environmental protection, and disaster preparedness and recovery, with a strong commitment to community participation, cultural diversity, and long-term sustainable impact. To ensure the successful delivery of these projects, adhering to the highest standards of quality, safety, and regulatory compliance. ASIA seeks to engage a qualified and experienced Consultancy Firm. The selected firm will provide comprehensive engineering and project management services, covering the finalization of design documentation, facilitation of statutory approvals, management of the tender process, and rigorous on-site supervision through to project handover. 2. Scope of Work and Deliverables The Consultant shall be responsible for the following core activities across both project sites. The scope is structured into three key phases: Preparation of Tender Documents, Tendering, and Construction Supervision & Handover. 2.1. Phase I: Preparation of tender documents The Consultant will be responsible for translating the conceptual drawings and Bo Q’s provided by ASIA into a comprehensive, construction-ready Bo Q packages, including: • Visit the site to cross verify if the design and Bo Q prepared is feasible and correctly reflected in Design and Bo Q of proposed buildings. • The preparation of Bo Q for tender with electrical, sanitary and plumbing details. • General Conditions of Contract • Special Conditions of Contract • Tender registration and evaluation sheets 2.2. Phase II: Tendering and Procurement Support The Consultant will support ASIA in the transparent and competitive selection with rigorous comparative analysis of submitted bids to recommend the most qualified and cost-effective contractor with reasonably good works history. 2.3. Phase III: Construction Supervision, Quality Control, and Project Handover The Consultant will act as the Engineer's Representative, ensuring the works are executed in strict accordance with the contract documents and to the required standards more specifically: Supervision and Quality Assurance: I. Supervise the contractor's daily operations to ensure compliance with the approved drawings, technical specifications, and the terms of the contract. II. Conduct regular and systematic quality control checks on all materials delivered to the site, verifying certifications and adherence to Nepalese Standards (NS) and international best practices. III. Inspect and certify all construction stages, including but not limited to: foundations, reinforced concrete works (beams, columns, slabs), masonry, waterproofing, roofing, finishing, sewage systems, electrical and plumbing installations, doors, and windows. IV. Ensure that the contractor strictly adheres to all applicable health, safety, and environmental regulations on the construction site. V. Monitor the contractor's master schedule, ensuring it aligns with the project timeline. Promptly identify any deviations and recommend corrective actions to ASIA for approval. VI. Support the site engineer with proper instruction with any difficulties and concern during the instruction. VII. Work in direct coordination with the field/site engineer and ASIA Project Manager to carry out any other assigned task. VIII. Cross check if the necessary samples are taken on right time to take laboratory analysis and submit the report Project Management and Liaison: I. Serve as the primary technical liaison between ASIA, the contractor, and site engineer. II. Provide prompt clarification on drawings and resolve technical issues arising during construction. This may include the provision of supplementary sketches or details as necessary. III. Liaise with Government Line Agencies and other stakeholders in the district as required. Reporting and Certification: I. Submit detailed, structured monthly progress reports to ASIA, including photographic and video evidence of critical work stages, site records, and a summary of quality control tests. II. Certify the contractor's interim payment certificates (IPCs) for processed work, providing a recommendation to ASIA for payment. III. Issue stage-wise work progress certificates. IV. Conduct a final joint inspection and submit the final completion report as per Nepalese legislation. V. Oversee the process of obtaining final approval and acceptance of the completed building from the concerned authorities, ensuring full compliance with all statutory requirements. 3. Logistics and Timeline 3.1. Project Locations: Site 1: Traditional Medicine School, Sankharapur Municipality- 2, Jarsingpauwa, Kathmandu. Site 2: Canteen Building, Naukunda Rural Municipality- 1, Aarukharka, Rasuwa. 3.2. Commencement and Duration: Projected Start Date: November 2026 (or upon signing of the contract). 3.3. Project Duration: The consultancy shall remain in effect until the successful completion, final inspection, and statutory approval of all buildings at both sites are achieved. 4. Consultant Requirements 4.1. Key Personnel and Qualifications Lead Engineer: The primary contact person and responsible professional for this assignment shall be a qualified Civil Engineer with a minimum of 10 years of demonstrable experience in construction site supervision, project management, and structural control. Site Staff: While the Lead Engineer is the primary contact, site visits and inspections may be conducted by other competent staff of the Consultant in case s/he is not available but any personnel (other than the main contact person) performing site supervision must hold at least a bachelor’s degree in civil engineering. Meetings: The designated Lead Engineer is required to attend all evaluation committee meetings and scheduled monthly progress meetings. Additional meetings may be requested by the project management as needed. 4.2. Equipment and Resources The Consultant shall provide all necessary equipment, tools, and resources required for the execution of the consultancy services (e.g., survey instruments, testing equipment, software, vehicles, office supplies). No technical equipment will be provided by ASIA. 5. Special Requirements and Conditions 5.1. Documentation and Reporting Formats: All evaluation criteria, inspection checklists, and reporting formats proposed by the Consultant must be submitted to and formally approved by ASIA prior to their implementation. 5.2. Intellectual Property: All documents, designs, reports, and intellectual property generated as part of this consultancy shall be the exclusive property of ASIA and its partner organizations. 5.3. Confidentiality: The Consultant shall maintain strict confidentiality regarding all project information, discussions, and data forever. 6. Remuneration The consultant will receive a lump sum amount (that will be mutually agreed according to the quotation) for the entire consultancy which will also be including the necessary government tax, transportation, lodging/fooding and other expenses during the field visit. No other expenses except the amount mentioned above will be paid/reimbursed. 7. Governing Law The consultancy will be governed according to the laws of the land (Nepal). 8. Submission of applications Individual consultants: send a CV (maximum 4 pages), a brief financial offer and PAN number. Firms: send a short proposal (maximum 2 pages) naming the individual lead engineer who will personally deliver the work, that person's CV (maximum 4 pages), a brief financial offer, PAN Certificate and recent Tax Clearance Certificate. The named lead engineer's profile is what will be assessed, and that person is expected to deliver the work personally. Application deadline: Tuesday, 9 November 2026, 17:00 NPT Send to: n.acharya@asia-ngo.org (cc e.assini@asia-ngo.org and n.gurung@asia-ngo.org) Only complete applications received within deadline will be considered.